Repetitive work is often frustrating, time consuming, and expensive. Until now, that has certainly been true of filing companion case liens. Because the DWC doesn’t allow the filing of liens on companion cases, each lien had to be filed one at a time.
That is no longer true with EDEXOne. While your liens are still filed individually in the background to accommodate DWC limitations, the EDEXOne interface allows you to submit all of your liens for one injured worker at one time. Our smart automation handles the rest. This includes recognizing that the $150 filing fee is only charged on the first non-exempt lien, but not on the additional liens.
When companion cases are selected with any filing, the address record for each case is automatically included when you choose the parties to serve. This ensures that you are serving everyone necessary at one time. This is a huge cost and time saver.
This feature does only apply to liens that are filed with the same supporting documentation.
If you are still using our older software version and haven’t upgraded to EDEXOne yet, you will not have access to Companion Case Lien Filing. There are many other upgrades that are not available in our older platform as well — this is a great time to upgrade. There’s no additional cost required.
As with all of our services, if you would like a guided tour or additional help when you file your first companion case lien, please don’t hesitate to contact us.
Yes, that’s a lame alliteration, but your “Manage Filings” feature has all sorts of very not-lame functionality that is worth familiarizing yourself with. (I do realize that I am probably dating myself by referencing Gumby). Here is a quick guide to get you started:
Once you file or mail a document in EDEXOne you will see the “Manage Filings” drop down menu on the right side of the page:
You will notice that the last option is “Create Duplicate”. This is a new feature that will appear on a document that was mailed (but not filed into EAMS). “Create Duplicate” allows you to resend the same document to the same or different parties without having to upload the document again. You can add an additional document as well. If you need to resend billing documents or any other document, this is a great shortcut. This is also a quick option if you want to send some of your parties Certified Mail, but others first class.
The first option listed is “Documents”. As the image above shows, this is simply where you go to print any past documents that were mailed or filed. Your documents are archived to your account at no additional cost. Simply click on the link and your documents open as a PDF.
Select “Parties” and view everyone that was served a copy of the document WITH any tracking numbers. As the above image indicates for the first recipient, you can see that the Post Office received the document and reported the scan for a first class mail piece. The second party shows the tracking number for a Certified Mail item. By clicking on the tracking number you are taken directly to the USPS tracking page for this mailing.
Select “Activity” and view the filing and mailing log as shown above. This page will also report any filing or delivery errors. Filing error notices are rare, but when they happen customer support is notified for follow-up and in most instances the user will also receive an emailed notification. If the error is relative to a credit card failing for a lien filing, the email notice includes a link to allow a quick refiling with a new credit card addition.
If any of your documents being served on other parties are undeliverable, as shown above, you will also receive a notification.
Although not shown on the graphics above, when you select the “Manage Filings” button on a previously filed lien, you will also see an “Amend Lien” option. While lien amendments cannot be filed electronically to EAMS, they can be mailed to the other parties. The “Amend Lien” option automatically pulls your previous filing and updates it with the information you enter so that you can quickly send the new version to the recipients.
So, I don’t know that I would categorize all these as Fun but I guess they are pretty Flexible. Perhaps even Gumby worthy.
The flowchart below can help you decide between filing for Independent Bill Review (IBR) and/or filing a lien. Additionally, if you need to submit a request for Second Bill Review (SBR), that document can be automatically populated and mailed via your EDEX account from Form Templates:
When filing documents electronically through EDEX do NOT include Cover Sheets and Separator Sheets. We see this frequently when filers are submitting trial exhibits.
Unlimited training is available with every EDEX account. If you would like to arrange an online training, please don’t hesitate to let us know.
When a Casewatch is filed in EDEX, it automatically generates FUTURE hearing notices but also future event notices and case party updates. A case party update lets you know when any party on the address record has been updated, added, or removed.
It is possible to track an injured worker’s social security number and/or ERN number. Future cases that open for that injured worker will automatically trigger a notice to your account.
If you filed past liens outside of our system, we can request a list of all of your past $150 lien filing confirmation numbers, and populate your account with those numbers. Any DOR filed with us will then automatically include that confirmation number.
We’ve all heard, “garbage in – garbage out” and it is certainly applicable to work comp data! One data element that can easily be cleaned up in EAMS is your address. However there is more to understanding this process than meets the eye.
Most work comp participants are familiar with the UAN (Uniform Assigned Name) that is defined and assigned by the DWC. For example, here are a few UAN’s assigned to SCIF:
If SCIF wanted to change their address for their Bakersfield office, they would very likely simply request that update for their UAN address. The problem is, SCIF, and almost all other work comp case parties, have multiple other addresses for that same entity that also need to be updated, or at least reviewed. Small doctor’s offices and law offices might only have 10 or 20 other listings, while larger offices might have several hundred.
Why do parties have all these different listings?
Each separate listing can be considered a folder. In each folder is at least one case, sometimes 20, sometimes hundreds. When an ADJ case is opened and a party is listed on that case, HOW they are listed can trigger a new FOLDER that contains that ADJ number. Ideally, all entities are listed with their UAN which avoids triggering new folders opening and puts all of their cases in one folder together. However, if a party is listed with a different naming convention, say with an extra space, or a different address, or “Lane” instead of “Ln” a new folder will open and create a new listing that may need its address updated in the future. While UAN’s have fixed much of this problem with current filings, old filings were not restricted by UAN’s.
If one of the myriad, non-UAN, addresses isn’t updated, any cases associated with that folder will have the wrong address listed on the party record. When other parties mail documents to that address for service, those documents may not be delivered.
Additionally, if you are an eFiler and have an EAMS account, you will ideally want to be able to view EVERY case where you are a party. If one of those cases happens to be under a different address and/or name variation it may not be connected to your EAMS account.
We can fix this for you as part of our address update services and EAMS case linking follow-up. There is no charge for this service. We simply provide it to ensure that the DWC’s data, and thus, our data, is as accurate as possible. If you would like to take advantage of a data review, please email a request to email@example.com. In your email, include:
Your current physical address
Your current mailing address
Any names and aliases. For example, a law firm name with the individual attorney names or a doctor’s name with the practice name. Ideally, a middle initial should be included for any individuals.
Contact information for your EAMS Administrator if applicable.
If you know you need an address update, you can simply submit the request found here:
The WCAB has implemented many changes to accommodate Covid restrictions. One of those is that trial exhibits must be filed electronically — either via JetFile or eFile. There are two issues to consider when filing your trial exhibits:
The requirements of the judge and court.
The programmatic limitations of electronic filing.
Below, we have outlined feedback from judges AND have provided filing instructions to meet both the judges’ requirements and programming guidelines. Please note that it is common for different judges to have different requirements. If you encounter other requests from judges, please let us know.
When electronically filing ANY document via EDEX, do NOT include cover sheets and separator sheets.
Select “Unstructured” documents to access the list of EAMS document titles to choose from.
Notices of Representation & Substitutions of Attorney
When you look up the EAMS directions for filing a Notice of Representation or Substitution of Attorney, you will find SEVEN pages of instruction.
When you want to file these documents via EDEX, much of that process is automated.
Send us your NOR or Substitution document to be built into your account as an automatically populated template.
Decide if you want us to batch file your documents from a spreadsheet of cases or if you want to file them into EAMS one at a time via the interface.
Regardless if your documents are filed via a batch or individually, we can serve the other parties for you.
Wait at least ten days and then request our automated confirmation report. The report is automatically formatted to meet the seven pages of EAMS directions and will list any ADJ’s that have not been updated yet. This report can then easily be forwarded per DWC requirements.
For more information call 209-223-3461 or email Andrea@edexis.com
If you are an employer, your hiring process can include a background search of an applicant’s past, litigated work comp injuries. While the average demographic of these injuries is 10%, some industries are much higher.
Additionally, EDEX provides automated alerts when a new case opens for an employee and the ability to track that case for future hearings, events, and party updates. This is time saving data for your risk management department.
To learn more about using EDEX data for human resources and risk management, please click below to read our white paper and see a sample search.
A few of the good things that make EDEX even better — Now including automated Second Bill Review!
There’s the cake of EDEX — things like electronic filing, party delivery, and case tracking — and then there’s the frosting. These are the EDEX add-ons that are great shortcuts and time savers. And what’s a cake without frosting??
Automated Second Bill Review: See the directions to automatically create a Second Bill Review.
FileNet: View all of the EAMS documents for any case in your EDEXOne account.
Reports: We have a long list of reports available on demand. An easy way to receive a summary of your filing, your lien filing fee payments, and your hearings or events to name a few. Reports can also be automated for pre-defined delivery times via email.
NOR Report: If you file your Notice of Representation through EDEXOne, an NOR report will track the follow-up at the DWC. If they have not added a representative after ten days, the NOR report can be forwarded to the DWC for follow-up. No need to check cases daily to ensure a rep is added.
Payment Online: Your accounting department can pay online with their own login.
Address Book: From an Excel spreadsheet, we can store mailing addresses that you commonly use.
Clio: Are you an attorney using Clio case management software? If so, our EDEXOne application now integrates with Clio!
Signature Capture: Add a signature to each account to automatically populate appropriate forms. Simply request a signature capture form and we will send you an email.
And….something fantastic that we are whipping up in the programming kitchen —
Automated management of the hearing notices and emails that you receive from the DWC. If you are currently receiving these documents via the mail, we can convert these to email and automate this process for you. No more opening envelopes, reading documents, and comparing that information to your calendar or file data. If you are currently receiving this information via email, you are one step ahead and can get started even sooner. There is a little bit of set-up involved in this process so I would encourage you to call us now if you are interested.
How To: Second Bill Review
After selecting CREATE FILING you will need to select the appropriate form type. If an ADJ case number already exists, select MAIL ONLY CASE RELATED PARTIES as shown below. If no ADJ exists, select MAIL ONLY NON CASE RELATED. The first option will automatically populate all existing case data.
At the ATTACH DOCUMENTS page, choose FORM TEMPLATE and then SECOND BILL REVIEW. Follow the prompts, select the party for service and submit!
If you have any questions, please don’t hesitate to contact us. We will happily guide you through a mailing and/or filing.
The DWC is encouraging everyone to file their documents into EAMS electronically instead of mailing them. EDEX can have you filing in one day with JetFiling. Additionally, EDEX can serve the parties for you, build your existing forms into your filing account, and archive your filing documents. All for .99 per electronic filing and .99 per party for delivery (.06 per page after 8 pages).
Ideally, while you immediately begin filing electronically with EDEX, and benefitting from our easy filing interface, you can apply for your EAMS external user account. It can take 5 to 10 weeks to receive your EAMS log in and requires a 3 hour online training, but having EAMS access allows you to look up case documents. Thus we encourage you to utilize both systems in order to make electronic filing as easy as possible.